Custom Email Localization

Prior to this enhancement, the administrators had to create Learning Management System (LMS) custom email templates for every language active in a portal, as there was no default language logic for localizing custom emails.

With this enhancement, the administrators can localize custom emails without having to set up and maintain custom email templates for every language active in a portal. The system leverages the default language logic and enables a single custom email template for multiple languages. It also allows administrators to change the default language for a custom email.

The following areas allow the localization of custom emails:

  • Learning Object (LO) custom emails
  • Learning assignment custom emails
  • Certification custom emails
  • Training Units custom emails
  • Training Plan custom emails

The enhancement requires no new permissions or system configuration and does not impact existing custom emails in the system. The administrator can still modify the existing setting and localize custom emails.

How does the localization operate?

Custom email localization operates in the same way as standard/system emails operate. Email template elements like email title, subject, and body/text can be provided in multiple languages with the same email template. Administrators can change the default language setting of a custom email via the language dropdown as shown.

Localize the email title, subject, and body/text by accessing the globe icon or through the language dropdown as in the standard/system email feature.

The enhancement also includes a checkbox called Send emails using default language when preferred language is not available which sends emails in the default language if no preferred language is set.

When the admin is setting up a localized custom email and does not fill one of the localized fields, an error message appears indicating which language or language entries are missing.

How Does this Enhancement Benefit My Organization?

  • It reduces the admin’s efforts and time by allowing them to manage multiple languages within one custom email template, thereby improving the productivity and usability of Learning custom emails.
  • It ensures recipients receive emails in the default language if the preferred language of the user is not available.
  • Fewer emails to maintain and better oversight in the custom email setup.
  • Troubleshooting is easier with languages being handled in a single localized email instead of one email per language.
  • Users can receive emails in their preferred language.
  • It ensures users do not miss any communication on LOs and tasks.

Use Cases

Use Case 1: A company has 25 languages active on its portal. A learning assignment is available in 4 languages which are English (US), English UK, French (France), and Spanish (Spain). To set up a custom email template for the assignment, the admin includes those 4 languages with English (UK) as the default language and checks Send emails using default language when preferred language is not available.

Use Case 2: A user with a system language set as English (US) receives English (US) email content. However, a user with a system language set as Dutch (The Netherlands) receives the email content in the default language which is English (UK).

Considerations

  • The custom emails for Learning work in both new and old UI. There is no difference in the feature behavior.
  • The custom emails configured prior to this enhancement continue to work as before.
  • For Learning Assignments, the ad hoc emails do not benefit from this feature.

Frequently Asked Questions (FAQs)

Ad hoc emails can only be sent in one language and do not support the default language logic used in standard and new custom emails.

No, the feature is enabled by default. But if you don’t want to use the localization, then it is still your choice. However, you may quickly find benefits in using localization.

It not only reduces the work of maintaining the custom emails you have set up, but also reduces the email queues especially when you rely heavily on custom emails for Learning. Just think about your large learning assignments.

Implementation

This functionality is automatically enabled for all organizations using the Learning module.

Permissions

The following existing permissions apply to this functionality:

PERMISSION NAME PERMISSION DESCRIPTION CATEGORY
Course Catalog - Update

Grants ability to manage and edit training items listed in the Course Catalog and also grants access to the Course Console, where training can also be managed and edited. This permission also grants access to the Popular Requests and Highest Rated widgets on the Learning Admin Console (in conjunction with the Learning Admin Console - View permission). This permission also allows administrators to reversion online courses via the Course Console page. This permission also allows administrators to access an Edit Training option for training items included as objectives in Development plans.

This permission can be constrained by OU, User's OU, Training Type, Training Item, Provider, ILT Provider, User's ILT Provider, User, User Self and Subordinates, and User's LO Availability. This is an administrator permission.

Note: Adding an OU constraint and a provider constraint to this permission results in an "AND" statement.

Learning - Administration
Emails by Learning Object - Manage Grants access to create, edit and delete custom email templates/triggers at the learning object level. When viewing Course Console, this permission also grants ability to view and manage email triggers at the LO level. This permission works in conjunction with the Course Catalog - Update and Course Catalog - View permissions. This permission can be constrained by OU, User's OU, User's Self and Subordinates, and User. This is an administrator permission. Learning - Administration
Assignment Tool - Email Settings - Manage Grants ability to manage email settings when creating a Learning Assignment. This includes the ability to select all four email settings, set up Custom Emails (create new emails and set existing emails as active/inactive), set up Ad-Hoc Emails, and enable/disable Assign Training and Register Training email triggers when Training Specific Emails is selected. This permission is dependent on the Assignment Tool - Standard, Assignment Tool - Standard and Dynamic, and Assignment Tool - Standard and Dynamic - Recurrence permissions. This permission can be constrained by OU, User, User Self and Subordinates, and User's OU. If this permission is constrained, then only users within the constraints will receive the emails. This is an administrator permission. Learning - Administration